Job Title
BUDGET ASSISTANT, G5
Department/ Office
UNITED NATIONS OFFICE AT NAIROBI
Duty Station
NAIROBI
Posting Period
11 August 2011-10 September 2011
Job Opening number
11-FIN-UN OFFICE AT NAIROBI-20830-R-NAIROBI
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org). This post is located in the Budget Section, Budget and Financial Management Service (BFMS), Division of Administrative Services (DAS), at the United Nations Office at Nairobi (UNON).
Responsibilities
Under the direct supervision of the Chief, Budget Section the incumbent will perform the following duties:
1. Budget Preparation and Issuance of Allotments: Assist section Chiefs in the elaboration of resource requirements for budget submissions; Calculate estimated costs for each organizational unit and presents spreadsheets for budget formulation by the Budget Chief; Assist in the finalization of cost estimates, budget proposals and ensures compliance with the medium-term plan and other legislative mandates; Prepare UNON extra-budgetary allotments, funds availability versus projected income and past experience; Provide input into the preparation of allotments including redeployment of funds when necessary ensuring appropriate expenditures; Monitor budget implementation/expenditures and recommend reallocation of funds as necessary; Monitor UNON related budget certifications, obligations and expenditures and maintain updated information on expenditures versus allotments; Prepare spreadsheet reflecting current status of accounts; Verify accuracy of posted expenditures against obligation and allotments and request corrections, adjustments as appropriate; Ascertain validity of un-liquidated obligation and ensure that requested correction are effected.
2. Review of client request for Goods and Services & Post Management: Review requisition of goods and service to ensure correct objects of expenditure have been charged and availability of funds and obtain certification of expenditures; Monitor extra-budgetary resources ensuring compliance with regulations and rules and established policies and procedures; Review request for Personnel Action, verify and validate allotment account and obtain certification; Validate allotment accounts indicated on travel requests and pre-encumbrance; Provide new post number and budget lines for approves posts; Compile, maintain and update the Budget Performance Report and Financial status report for project under the Cost sharing and charge-back arrangement of UNON and for UNON expenditures on a monthly basis; Prepares quarterly budget performance report for submission to the headquarters; Provide assistance for the calculation of Common Service Billing.
3. Verify validity of overtime claims and obtain certifications; Maintain allotment files and expenditure report files; Back-up other budget assistants when on leave.
4. Perform other related duties as assigned.
Competencies
Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment; Ability to maintain accurate records, review and interpret a wide variety of data; Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.
Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication: Demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; Is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients' needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
Education
Completion of secondary education is required. Supplementary course and training in budget issues and post management or directly related fields highly desirable.
Work Experience
A minimum of 5 years of progressively responsible in administration/budget finance or other related fields.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second UN language is desirable.
Assessment Method
Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
Special Notice
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
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